26 April 2016 ACSReC Meeting – Agenda

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the pavilion, Avebury Sportsfield at 7.00pm on Tuesday 26th April 2016.

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies
  2. Declarations of interest
  3. Minutes of last meeting
  4. Matters arising from the minutes
    1. Notice board
      • thanks to those involved
      • Design & wording for additional signs on noticeboard (donations and dog fouling)
    2. Roof repair – quotes and action
  5. Solstice – arrangements for security
  6. Licensing application for Avebury Rocks
  7. Maintenance –
    1. Pitch
      • aerator – to consider funding for
      • scarification and reseeding of football pitch: costs and approval (see Appendix 1)
    2. To agree funding for weed control to be paid from ACSReC accounts
    3. Pavilion repairs and re-decoration
      • Repanelling work for home changing room: cost, proposed division of costs
      • Removal of dead trees and undergrowth from rear of pavilion
      • Cleaner for pavilion
    4. Policy for use after heavy rain
  8. Bookings
    1. Avebury Day – permission to hold barbeques over AD weekend
    2. Wiltshire Jaguar Enthusiasts Club
    3. King’s Drummers – Solstice parking
  9. User Groups
    1. AYFC
    2. ACC
    3. COG
  10. Finance –
    1. To agree division of costs between APC and ACSReC for the installation of mains water supply and internal plumbing in the pavilion
    2. To agree purchase of overhead racks for storage in shed
    3. to approve payment of :
      • Mark Paradise for new notice board £500
      • WRF Pest Control £85.00
      • Payment to Dominic Fry for paint and brushes to redecorate the pavilion, £250 approximately
      • Payment to ACC (Bruce Crook) for purchase of ladder to scale fence to retrieve lost balls
  1. Date of next meeting – to fix a regular day for the meetings

15 March 2016 – ASCReC Meeting – Minutes

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) held in the Waggon & Horses, Beckhampton at 7.00pm on Tuesday 15th March 2016.

In these minutes APC refers to Avebury Parish Council, AYFC to Avebury Youth Football Club, ACC to Avebury Cricket Club, COG to Community Orchard Group, ASSC for Avebury Sports and Social Club, NT to the National Trust and WC to Wiltshire Council

Present: Councillors Dr. Mike Bedford, Mrs Lynzey Paradise and Mrs Maggie Lewis, Mrs Di Gater (COG), Mr. Bruce Hinder (AYFC), Mr Dominic Fry (ACC), Mr Alan Blake (ASSC).

In attendance Mr Roy Pryor, Treasurer AYFC

In the absence of a chairman Mrs Lewis chaired the meeting

  1. Apologies for absence There were no apologies for absence
  1. Declarations of interest Mrs Paradise, Mrs Gater and Mr Fry declared a personal connection to one of the firms tendering for the sports field fencing. Mrs Paradise’s husband is also providing the new notice board
  1. To co-opt Mrs Lynzey Paradise as a member of ACSReC – Mrs Lewis proposed that Mrs Paradise be co-opted onto ACSReC, seconded by Dr. Bedford and unanimously approved
  1. To appoint a new chairman for ACSReC – Following the resignation of Mr Mike Daniel the committee doesn’t have a chairman. Mrs Lewis reported that advice from WALC was that although the chairman didn’t have to be an elected councillor, only elected councillors were eligible to vote on issues and it would therefore be better for the chairman to be a member of APC.
    In discussion it was suggested that the three APC councillors shared the chairmanship on a rotational basis but it was later pointed out by Dr Bedford that the standing orders stated that the chair of a sub-committee could only be appointed by APC. This will be taken to the next APC meeting
  1. Minutes of last meeting – The minutes of the last meeting were approved and signed by Mr Hinder
  1. Review of rolling action plan – Mr Fry presented and explained the rolling action plan as a means to keep track of matters discussed or needing discussion. Items highlighted on the list are those still requiring action, those not highlighted have already been completed.
    The list was reviewed, starting with the oldest items and working forwards:
  • Aerating the pitch using machinery – Mr Fry pointed out that to aerate the field would improve the condition of the grass, including all pitches, and the surface generally. The cost of employing external contractors is very high; to buy the aerator to be used in conjunction with existing machinery would be between £700-£1000. It was proposed that APC be requested to help part fund the purchase of an aerator for use on the sports field
  • Flooring in the pavilion – there was discussion on the merits of vinyl flooring versus the existing carpet tiles with regards to keeping the floor clean after use. The quote obtained was thought to be quite high and that 2 others would need to be obtained before a decision could be made. It was decided to review in September.
  • Storage racking for shed – Mr Fry tabled photos of the proposed storage racking that would be suspended for the ceiling. As this item was not included on the agenda no decision could be made and it will be included on the next agenda
  • Notice board – Mrs Paradise presented a sample of the header board for the committee’s approval as well as samples of the board to be used for the display area – one of which had been soaked in water to show how it would fare on exposure to the elements. The committee was very pleased with the design and were happy for Mr Paradise to complete the work, proposed by Mr Hinder and seconded by Mr Blake
    The notice board is being funded by donations from the National Trust, Avebury Community Shop and by members of ACSReC in a personal capacity. Mrs Lewis said that the Shop had requested acknowledgement of the donation on the notice board and a sign will be affixed to it once erected. Mrs Lewis will send a formal letter of thanks to the Shop committee.
    Mr Hinder offered to check the notice board regularly to remove out of date notices.
  • Internal redecoration of the pavilion – ACC and AYFC will undertake the internal re-decoration of the pavilion by mid-April. Mr Fry proposed white, wipe clean paint be used. Action proposed to purchase paint with costs at next meeting by Mr Fry, seconded by Mr Hinder
  • Mr Fry tabled a photo of a ladder he wished to purchase to aid the retrieval of cricket balls that are hit over the barbed wire boundary fence into long undergrowth. At present there is no way of climbing over to get lost balls safely. Mrs Gater suggested an alternative that she has used and will ask Mr Gater to make it. If this proves unsatisfactory then the purchase of the ladder will be considered at the next meeting
  • Bin of sand and loam mix for pitch repair – this is being sourced
  • Tree work on eastern boundary and copper beech – Mr Fry has discussed this with Hilary Makins of the NT and the Trust are willing to undertake modest clipping, are happy to help and will review the matter. It is felt that the copper beech needs more than modest clipping but Mr Fry will keep up a dialogue with the NT.
  • Roof repairs – awaiting quotes for complete replacement of the roof from Shane Rice. Mr Fry will also contact Tony Gallop of London Road Roofing for a quote. One other quote is needed for a large capital project.
  • Matting for pitch entrance by ASSC – matting has been purchased and is awaiting installation. AYFC and ASSC sharing costs. Mr Blake and Mr Fry to liaise over installation
  • Hedge by main gate – Mr Fry reported that some work had been done on the hedge but not enough in his opinion. Other members of the committee commented that they hadn’t noticed any material change in the line of the hedge. More work to be carried out by hedging contractor to improve sight lines.
  • Internal wall panelling – awaiting quote to replace internal panelling in the changing rooms. Agreed in principle, costs at next meeting
  • Weed control on sports field – cost of this work has previously been split between ACC and APC. Motion to pay from ACSReC’s accounts to be tabled at next meeting
  • New booking request from Wiltshire Jaguar Enthusiasts Club – a booking request for the day after Avebury Day has been received from the club. While they could be accommodated they have stated in their booking that refreshments are essential. At the last meeting, in relation to the car boot sales, members stated that they were not prepared to undertake refreshments and that there was no one else who would take it on. The attendees to the WJEC event could be accommodated at the post AD barbecue, if it takes place, and charged for food. It was felt that a minimum charge of £5 per car attending, as for the car boot sale participants, be applied to this event. Mr Fry to reply to request with decision.
  1. Sports Groups – no particular issues to report. Booking conflicts due to season overlap between football and cricket have been resolved. Dr Bedford asked if the bookings can be accessed via the online calendar so he can use this to track payments due, Mr Fry replied that it can.
  1. Community Orchard Group – Mrs Gater reported that the old hedge had been cleared, coppiced and the area replanted with community volunteers. Two quotes for the replacement fencing had been received – from Manor Farm Timber (the NT preferred supplier) for £220 and one from TMN for £756. Mrs Gater commented that the NT had sent the methodology for the installation of the fencing and it is awaiting approval from the archaeologist before work can commence.
    It has already been agreed that costs will be shared by ACSReC and APC and will be presented at the next APC meeting for approval
    There is still work to be done behind the pavilion as, unfortunately, the initial application didn’t include this area. This needs to be done as the trees are causing damage to the roof and it is impossible to access the rear wall for maintenance work. Work won’t be possible until next autumn
  1. Finance – cheques for payment to:
    1. Southern Electric – £103.39
    2. Mr D. Fry for – purchase and fitting of water heater in pavilion £190.85
      – dehumidifier hire to dry out pavilion following roof leak £156.74
  1. Date of next meeting 26th April, in the Social Centre. Schedule of meetings to be debated then.

2 Feb 2016 Ordinary Meeting : Minutes

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 2 February 2016 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ACSReC for Avebury Community Sports and Recreation Committee, AHA for Aster Housing Association, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, CPO for Compulsory Purchase Order, LGA for Local Government Act, NT for the National Trust, SID for Speed Indicator Device, UKN for Upper Kennet News, URC for United Reform Church, WALC for Wiltshire Association of Local Councils, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

The Chairman welcomed PCSO Polly Ritchie to the meeting and introduced Polly to all members present and the Clerk.

  1. Public question time: There were two members of the public present for all or part of the meeting. No questions were asked.
  2. Present: Councillors Andrew Williamson (Chairman), Maggie Lewis (Vice Chairman), Dr Mike Bedford (Vice Chairman), David Brotheridge, Mike Daniel (items 1-15), Antoinette Kremer, Lynzey Paradise and Zandria Service.               In attendance: PCSO Polly Ritchie and Miss Liz Moore (Clerk).
  3. Apologies for absence: none.
  4. Declarations of interest: None declared except later under item 14b.
  5. Minutes of meeting held on 16 January 2016: Unanimously agreed as an accurate record. Proposed by Mr Daniel and seconded by Ms Service.
  6. Matters arising from the minutes and to action decisions in the minutes:
    1. Repairs to Play Area fence: the Chairman asked a member of the public whether there was some spare chain link fence still in Mr Butler’s barn and it was confirmed there should be some in there. Action: Clerk to instruct repairs.
    2. Entrapment risk on wooden climbing frame: Clerk to refer to manufacturer for further advice.
    3. See-saw: members noted the equipment had been considered low risk in the RoSPA report and in previous years no further action had been taken as the Council had thought they might remove the see-saw altogether. The Clerk reported a seat would cost £63.00 (ex VAT) and a protective skirt / gasket would cost £244.00 (ex VAT). Action: Clerk to order one new seat but defer purchase to the March meeting if more cost effective to purchase a protective skirt and seat at the same time.
    4. Small sign on basketball pillar: the Clerk reported she had received a quotation for a 200 x 300mm sign. Members were concerned the sign would itself become a risk if affixed to the post and asked the Clerk to source a much smaller sign of A6 size and in a sticker format if possible.
    5. Possible creation of public parking bays outside 1-6 Trusloe Cottages: referred to Transport Group to review.
    6. Road sweeping: Clerk to chase progress.
    7. Litter bins: Mrs Kremer to review the need for bins.
    8. Request by disabled residents for dropped kerb outside 43/44 Trusloe Cottages: Clerk to write to AHA to advise them of the request.
    9. Removing railings at ends of three pathways: Clerk to submit advert to UKN to seek local views.
    10. Need for speed limit review in Avebury Trusloe: referred to Transport Group so they could gather evidence using APC’s speed gun.
    11. Bulb needed in bus shelter on the west side of the A4361: Clerk to action.
  7. The Chairman altered the order of the business and proposed moving directly on to item 11. Police Report. The Chairman invited PCSO Polly Ritchie to provide an overview of crime in the area. PCSO Ritchie said Avebury was a low crime area, the main issues were car break-ins at the car parks and the Police had met with the NT to discuss solutions. She explained other issues in the Marlborough area were shed break-ins and theft of power tools but these were occurring in the villages to the east of Marlborough. PCSO Ritchie added that other recent issues included hare coursing, for which people had been arrested, and theft of catalytic converters; the public were being advised to park their vehicles up against walls to deter thieves. Mr Daniel asked what sort of solutions were being discussed with the NT about car break-ins. PCSO Ritchie said the options were to install a camera or signs to warn the public. Ms Service reported the byway on route to Windmill Hill was un-walkable due to damage by 4×4 vehicles and that in the past week she had seen four vehicles using the track late at night. Ms Service asked if the Police had any advice on the matter. PCSO Ritchie explained the Police and rural crime team were talking to landowners but 4×4 users were allowed on the byways and therefore user groups were being asked not to use them when water was on the footpaths. Ms Service reported the jurisdiction regarding byways appeared to be different in different counties. Decision: it was resolved that the Chairman write to Mr Richard Broadhead (WC Rights of Way) to find out what powers or remedies could be used for dealing with that particular byway. Proposed by Mr Daniel, seconded by Ms Service and carried unanimously. No further questions were asked and the Chairman thanked PCSO Ritchie for attending.
  8. Membership: the Chairman stated that in view of the confidential nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded and they were instructed to leave the meeting. Two people had expressed interest in joining APC and members were impressed by the quality of both applications. Members noted that Mr Stacey had expertise in transport issues which was a large part of Parish Council’s work and also expertise in dealing with central government. In discussion members resolved to co-opt Mr Stephen Stacey to the Parish Council. There was a majority of votes in favour of Mr Stacey except one, and two abstentions. Members of the public were readmitted.
  9. Planning applications and results:
    1. Work to hedge and trees at Avebury Sportsfield: Ref: 16/00424/TCA. Plans were tabled and considered. It was unanimously agreed to support the application.
    2. Work to trees at Truslowe Manor, Bray Street, Avebury Trusloe: Ref: 16/00528/TCA. Plans were tabled and considered. Members felt the request to re-pollard the Poplar Stems was reasonable and it was unanimously agreed to support the application.
    3. Work to trees at Avebury Manor, High Street, Avebury: Ref: 16/00551/TCA. Plans were tabled and considered. It was unanimously agreed to support the application.
    4. Two 10.75m diameter grain silos at Rutlands Farm, Swindon Road, Avebury: Ref: 16/00669/FUL. Plans were tabled and considered. The Chairman reported he had not heard the views of the WHS. In discussion members felt a site visit would be necessary with the main concerns being the size and potential noise of the silos. It was resolved that the Clerk contact WC to ask for an extension to the response deadline and an on-site meeting of the Planning Committee be arranged.
    5. Courtesy Planning Consultation re Manor Farm Winterbourne Monkton: Ref: 16/00151/FUL. The Chairman reported he had spoken to Sarah Simmonds (WHS Officer) and no anxiety had been expressed by her on behalf of the WHS. The applicant had previously obtained permission for the conversion of a large barn in the scheme into a single large dwelling but was now applying to convert it into three smaller homes. In discussion members resolved to object to the planning application for the following reasons: (i) APC had not been informed of the original planning permission. (ii) The development was out of scale and out of character with the surroundings. (iii) The development would have an adverse effect on the view from Windmill Hill. (iv) The development would contribute to more lighting in the WHS at night. (v) The traffic implications would include a significant increase in traffic and issues with access onto the A4361.                                                                                                         The decisions contained in item 9. a-e were proposed by Dr Bedford, seconded by Mr Daniel and carried unanimously.
  10. Transport Group: the Chairman invited Dr Bedford to provide a report on the work of the Transport Group Committee:
    1. Dr Bedford reported on the recommendations contained in draft minutes of Transport Group meeting on 18 January and notes dated 14 January 2016 (see appendix 1) of meeting with Cllr Philip Whitehead (Cabinet Member for Highways and Transport):
      1. APC would apply to CATG to extend 30mph limit on Swindon Road beyond Melbourne House and then negotiate a second phase to include double white lines, and a 40 mph buffer zone north of the new limit.
      2. Speed limits in Avebury Trusloe, such as 40, 30 or 20 mph, could all be possible, but it would first be necessary to address a number of matters including checking speeds perceived by pedestrians with actual traffic speeds. It was up to APC to propose. See item 6. j.
      3. Raising private contributions for fees for design work on the A4 at Beckhampton and West Kennett would be pursued. Four splitter islands and associated works might cost in the region of £100,000.
      4. Mr Whitehead had suggested the idea of informal crossing points for pedestrians. APC to arrange for Sarah Simmonds to agree design for informal crossings in WHS and then APC to finalise application to CATG for crossings on Swindon Rd, the Henge, Trusloe bus stops, footpath from NT car park to Silbury Hill, West Kennett, and four at Beckhampton.
      5. Provide non-slip surface across A4 at Beckhampton Stables.
      6. Instruct the Parish Steward to clear footpath by A4 at West Kennett to East Kennett. Clerk to action.                                                                                                 The Chairman explained that in order to pay for the plan / design for the big A4 projects at 10.a.iii above individuals in the community, local businesses and APC would need to be willing to put money into the project. It was resolved APC should move forward with the above recommendations and decisions and for the Transport Group to have a follow up meeting with WC. Proposed by Mr Brotheridge, seconded by Ms Service and carried unanimously.
    2. SID handover to Parish Councils: members considered the likely cost of ownership and resolved not to take part in the scheme. No further action.
    3. WC Bus Service Consultation: a newspaper cutting dated 7 January 2016 was tabled entitled ‘Council looks to cut its subsidised buses’. Members noted WC was currently carrying out a public consultation that opened on 11 January for 12 weeks and a link to the questionnaire had been put on APC’s website. In discussion members felt the bus service was a big asset for the rural community and APC should survey residents and visitors. Action: (i) Mrs Paradise to obtain hard copies of the questionnaires for the Community Shop (ii) Mrs Lewis and the Clerk to work on an advert for UKN (iii) Clerk to draft a letter objecting to any reduction in services.
  11. Police Report: Community Beat Manager Sgt Richard Barratt (PCSO Polly Ritchie). See item 7.
  12. ACSReC: the Chairman invited Mr Daniel to provide a report on the work of ACSReC. Mr Daniel confirmed the next meeting would be taking place the following week and reported on the items below:
    1. Sports Field gate adjacent to the Social Club: Mr Daniel explained ACSReC would like to re-site and re-angle the gate so that it would be in line with the track and vehicles could navigate the exit/entrance more safely. He said it would be advisable to put in a new gate if possible. Members noted the hedgerow next to the road was nearly six foot wide and should be trimmed back from the field. Mr Daniel reported they were hoping to engage a number of volunteer helpers to keep costs down and to carry out additional works to improve the entrance including filling in ruts and re-instating tarmac where needed. In discussion members noted the group had met on-site but no firm conclusions had been made therefore it was decided ACSReC should continue to develop the proposal. Item deferred to the next meeting of ACSReC.
    2. Providing funds and insurance for works to the western boundary hedge/fence: Mr Daniel and Mrs Di Gater had offered to supervise the project on behalf of the Parish Council and other members offered to assist. In discussion, members resolved to contribute £150 towards the fence if matched by ACSReC. Proposed by Mrs Kremer, seconded by Mrs Paradise and carried unanimously. Clerk to check standing orders on contracts and whether the money could be paid direct to the contractor.
    3. Review of grass cutting contract by ACC: in discussion members agreed they were very happy with the current grass cutting service. The Chairman reported ACC had made a request for an advance towards pre-season preparatory costs and machine maintenance. In discussion, members noted APC did not pay before receipt of services but members understood that ACC had non-profit charity status and APC would therefore consider paying a half part-year payment if invoiced by ACC in the middle of the year.
    4. Notice board for Sports Field: the NT had offered £200 towards a new notice board and ACC had offered £100. Mr Daniel suggested £244 would need to be funded by APC or ACSReC for a basic notice board. In discussion members noted the board would face west and felt it should have a door so that any notices would not get wet. The Chairman invited a member of the public to speak. The member of the public said he had obtained two quotations. A cabinet with glass front, two oak posts and with the top engraved ‘Avebury Sportsfield’ would cost approximately £1,500 (including VAT). In general members felt it would be a good idea to have another notice board. Mr Daniel to put item on agenda for next ACSReC meeting.
    5. Connecting the Pavilion to mains water supply: the Chairman tabled plans for the pipe works. Members noted it had taken 10 weeks to obtain archaeological consent and the next step was to go out to tender by selecting contractors from a list of TAP registered contractors supplied by Thames Water.
    6. Bank accounts: Dr Bedford reported £574.84 in cheques had been paid to date and there was a total of £6,126.23 funds in the combined bank accounts.
  13. Devolution of assets and services from Wiltshire Council to Town and Parish Councils and consideration of providing services by the Parish. The Chairman reported if APC offered to provide services that were being withdrawn by Wiltshire Council there was the issue of the public paying twice. The Chairman and members offered their particular thanks to Peter Swatton for doing voluntary grass strimming and litter picking. The Chairman asked members if they wanted to achieve reasonable standards of services despite WC’s reduced performance and the view was affirmative. He said the question should also be raised at the village meeting in April to find out if the public shared APC’s view. In discussion members noted: (i) they needed to research what services were being cut (ii) to decide what services APC would cover and the cost and (iii) ask the public for their views at the village meeting. Action: Clerk to put item on next meeting agenda to develop the idea further.
  14. URC Chapel:
    1. Consideration of consultation documents and drop-in session: the Chairman asked members for their feedback and reported both he and Mrs Lewis had attended the drop in-session informally and Mrs Paradise had attended earlier in the afternoon. Mrs Kremer had also been present. In discussion members put forward a number of observations and concerns including:
      1. Lack of parking
      2. Long-term funding
      3. Lack of a realistic business plan
      4. No information on how much the building would cost to buy and or maintain
      5. Information had yet to be received on the results of the mandate request sent to all Avebury residents
      6. Communications should be much improved

      Overall it was felt that the Chapel Steering Group had not provided sufficient information for APC  to take a decision as to whether it supported the initiative. The majority of members were not therefore prepared at this stage to sign a mandate in support of the group taking the project forward.

    2. Written representations from members of the public: the Chairman tabled five written representations that had been received by APC. Members noted concerns and questions about the nature of the main focus of the Chapel project, the need to retain the quiet garden, the form of any music events, the form of any religious practices, congestion and the lack of parking, governance, long term financial viability, the lack of information in the form of a business plan, the cost of buying and maintaining the building and the financial impact on existing community halls. The Chairman declared an interest as a Trustee of the Social Centre. He said Mrs Lewis was also APC’s representative on the Social Centre committee. The Social Centre trustees had written to say there was a foreseeable economic problem that income could move to the Chapel from existing activities in the Social Centre and other village institutions such as the Club. Mrs Kremer explained that the URC still owned the Chapel and the group was planning to go back to the URC with the results of the mandate to then hear whether the URC considered the mandate to be representative. Members questioned why the group did not invite other people to help the charity. The Chairman reported members of the public had asked for an open meeting as opposed to a drop-in session so that a debate could be held. Members endorsed this view and Mrs Kremer offered to take APC’s comments / feedback back to the group.
    3. Possible Parish Council representation on Chapel Charity: the Chairman stated the consultation documents asked for interest in becoming:
      1. a Trustee
      2. a Member of the Management Committee

      Members felt they had too little information to take a decision on behalf of the Parish Council as to whether it would want to be a trustee or member of the Charity but hoped that these options would remain open until a decision could be taken.

    4. Community Right to Bid Application: Members decided to keep APC’s Community Right to Bid application on hold. Mrs Kremer stated the URC Synod would only negotiate with one party.
  15. Local issues: including
    1. Broadband speeds: Mrs Lewis reported she was in the process of putting together a spreadsheet of results.
    2. Defibrillator for Avebury: Mrs Lewis reported applications to the British Heart Foundation had now closed and the alternative was to lease a defibrillator from Wiltshire Ambulance Service; it was a three year lease with up front costs. Action: Mrs Lewis to provide further details. Deferred to next meeting.
    3. Emergency Plan: Mrs Lewis and Mrs Farthing had attended the event organised by WC but the MAB meeting had overrun and they had not been able to stay for the seminar. Deferred to next meeting.
    4. Housing Needs Survey: deferred to next meeting.
    5. Sports Field gate northern boundary: covered earlier on the agenda.
    6. Puddles and potholes in Green Street: Mrs Lewis and the Clerk were having difficulty contacting the new Highways Co-ordinator for Marlborough. Both would continue to follow up requested works.
    7. Planters in High Street: deferred to next meeting.
    8. Damaged curb stones outside the Henge Shop: the Chairman reported the repairs had now been done by WC.
    9. Sweeping of leaves in Avebury Trusloe, Church Walk and the High Street: WC had not yet done this, but the Chairman reported he had swept the leaves in Church Walk.
    10. Damage to NT car park wall: nothing further to report, a local person had backed into the wall by accident.
    11. Beckhampton surface water: Clerk to raise the issue with Tracey Ruse (Highways Co-ordinator).
    12. Phone kiosk in Avebury Trusloe: deferred to next meeting.
    13. Extra sign at entrance to Knoll Down to remind people to pick up after their dogs: the Chairman reported he had visited Knoll Down and there was no problem apparent at present. Members agreed to review again when there was evidence of dog fouling.
  16. Communications: the Chairman reported a notice that APC would like to co-opt a new member to the Council had been published in January edition of UKN. A flier had been delivered to all households inviting members of the public to test their broadband speed and an advert had been submitted to February edition of UKN.
  17. Correspondence: (received by email unless otherwise stated). The Clerk reported:
    1. Complaint regarding NT access facilities: high kerb stone and lack of safety recess at the entrance to the wooden gate opposite the Red Lion PH and disabled access toilets.  WC and NT to action.
    2. Police Consultation: members of the public invited to take part.
  18. Finance and admin: the Clerk reported
    1. Members resolved to receive the approved minutes of Transport Group meeting 19 November 2015. (See appendix 2).
    2. Members resolved to receive the approved minutes of ACSReC Committee Meetings 13 November and 8 December 2015. (See appendix 3). Decisions for items 18 a-b proposed by Mr Brotheridge, seconded by Dr Bedford and carried unanimously.
    3. Review of APC’s Standing Orders and Financial Regulations: deferred to next meeting.
    4. Complaints Procedure Policy (previously circulated to members and see appendix 4). Members resolved to adopt the Complaints Procedure Policy dated 21 January 2016. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
    5. Date of Annual Village Meeting: members agreed to set the date for Thursday 28 April at 7.00pm. Clerk to book Social Centre.
    6. Donations: requests received from Victim Support and The Wiltshire Bobby Van Trust. Deferred to next meeting.
    7. Transparency funding application form (see appendix 5).
    8. Cheques for payment and cheques for ratification: it was unanimously agreed that the following cheques be paid. Proposed by Dr Bedford, seconded by Ms Kremer and carried unanimously. Cheques were signed by the Chairman and Mrs Lewis.
      1. Kate Fry:  web development / overhaul                                          £240
      2. Liz Moore: Clerk’s overtime and expenses: 22 Nov – 21 Dec 2015        £291.20
      3. Liz Moore: Clerk’s overtime and expenses: 22 Dec – 21 Jan 2016   £201.85
  19. Date of next meeting: 7:30pm on Tuesday 1 March 2016 at the Social Centre.
  20. Any other business:
    1. a member of the public asked why double yellow lines at item 6. had not been mentioned. The Chairman said this would be referred to the Transport Group.
  21. The meeting closed at 22:25

Appendices:

  1. Notes dated 14 January 2016 of meeting with Cllr Philip Whitehead
  2. Minutes of Transport Group Meeting on 19 November 2015
  3. Minutes of ACSReC Committee Meeting on 13 November and 8 December 2015. (Not seen by the meeting but previously circulated and added subsequently).
  4. Draft Complaints Procedure Policy dated 21 January 2016.
  5. Transparency Fund: funding application form for scanner (for appendix of 2 December meeting)

8 Dec 2015 ACSReC : Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the Social Centre, High Street, Avebury SN8 1RF at 7.00pm on Tuesday 8th December 2015.

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSRA

Agenda

  1. Apologies
  2. Declarations of interest
  3. Matters arising from the minutes
    1. Terms of reference
    2. Finance
      • Bank account update (Mike Bedford)
      • Audit (Mike Bedford)
      • Fees – collection and structure
    3. Future membership
      • Alan Blake to be co-­opted
      • New APC member – to replace Mrs Antoinette Kremer
    4. Conditions of use – proposal from Dominic Fry
      • Review of draft Conditions of Hire
      • Review of summary of NT lease (encouraged, discouragedand prohibited activities)
      • Review of draft schedule of proposed fees.
    5. Bookings (David Brotheridge)
      • Update on bookings already received for 2015/16
      • update on online bookings
      • update on booking form
    6. Security – update from David Brotheridge
    7. Inventory – update from Maggie Lewis/Mr Brotheridge
    8. Roof repair – quotes received and work required. Time scale of work
  4. Name of committee
  5. Maintenance
    1. Health & Safety – 1st aid supplies (Maggie Lewis)
    2. Water supply to the pavilion – update (David Brotheridge)
    3. Pest control (David Brotheridge)
    4. Roof repair and fire safety check – review of quotes received
    5. General maintenance
      • Identify and agree annual maintenance tasks
      • Hedges
      • Field boundaries – trees and hedges
      • Pitch marking
  6. Date of next meeting
  7. Any other business

1 Dec 2015 Ordinary Meeting : MINUTES

Avebury Parish Council

Minutes of an ordinary meeting of Avebury Parish Council held on 1 December 2015 at the Social Centre, High Street, Avebury SN8 1RF.

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, AHA for Aster Housing Association, AYFC for Avebury Youth Football Club, AWHS for Avebury World Heritage Site, CPO for Compulsory Purchase Order, LGA for Local Government Act, NT for the National Trust, SID for Speed Indicator Device, UKN for Upper Kennet News, URC for United Reform Church, WALC for Wiltshire Association of Local Councils, WC for Wiltshire Council and WHS for World Heritage Site.

Time Start: 19:30

  1. Public question time: There were three members of the public present for all or part of the meeting.  No questions were asked.
  2. Present: Councillors Andrew Williamson (Chairman), Dr Mike Bedford (Vice-Chairman), Maggie Lewis (Vice-Chairman), David Brotheridge, Mike Daniel and Lynzey Paradise.
  3. In attendance:  Miss Liz Moore (Clerk).
  4. Apologies: Wiltshire Councillor Mrs Jemima Milton, Antoinette Kremer and Zandria Service.
  5. Declarations of interest: none
  6. Minutes of meeting held on 3 November 2015:  Unanimously agreed as an accurate record. Proposed by Mr Daniel and seconded by Dr Bedford.
  7. Matters arising from the minutes: none or already covered on the agenda.
  8. Membership:
    1. Members welcomed Mrs Lynzey Paradise as a new member of APC. [A declaration of acceptance of office had been signed by Mrs Paradise prior to the meeting].
    2. Notice of vacancy in the office of Councillor for the Parish Council had been published on 20 November.
    3. Members to decide whether poll cards should be issued: In discussion members noted it would cost APC an extra £400-£600 if WC were to produce poll cards. This figure was included in WC’s estimated cost for an election at £1,800 per 500 electors. The Clerk explained if poll cards were not issued then APC would need to notify the public about the election. Members agreed they could do this more cost effectively by creating a flyer and delivering it to residents themselves. Decision: Members resolved to opt for a blanket decision not to produce poll cards. Proposed by Mrs Lewis, seconded by Dr Bedford and carried unanimously. Action: Clerk to check whether APC members could act as polling staff to save costs.
  9. Planning applications: No new planning applications had been received.
  10. Transport Group: update from Dr MB and AW following Transport Group meeting held on 19 November including:
    1. Progress report on application for extension of 30mph limit on Swindon Road: the Chairman reported that he and Dr MB had written to Cllr Whitehead as WC’s Cabinet Member for Highways to find a solution to moving the application forward. Cllr Whitehead had agreed to arrange a meeting with Dr MB, AW and WC staff and would be arranging a date shortly.
    2. Progress report on A4 project including Beckhampton and West Kennett proposals: the Chairman reported the A4 projects had been submitted to the Area Board under issue 4245 as the first step and now members needed to consider the draft CATG proposal for A4 at Beckhampton and West Kennett (a third draft had been previously circulated, see appendix 1). The Chairman said the document requested CATG to support the application and allocate funding for design and development so that a bid could be made to the Substantive Highways Scheme Fund in 2016. Members resolved that the document be submitted to CATG, proposed by the Chairman, seconded by Dr Bedford and carried unanimously. The Chairman asked members if they had any questions: Mr Daniel questioned why it had taken Cllr Whitehead two weeks to reply to APC. Mr Brotheridge asked if it would be possible to have a black and white chevron sign put up on the right-hand bend on the A4361 Avebury to Swindon Road (just past the NT Manor gates) to warn northbound drivers of the bend. Dr Bedford said this would be covered by the signage audit and that APC was currently waiting for the proforma paperwork from WC. Mr Daniel asked how it would be possible to request double white lines for A4361 Swindon Road. The Chairman said at present APC was sticking to the AWHS Transport Plan but another option could be to use SIDs. Mrs Paradise said this would not stop overtaking. Action: Dr Bedford and the Chairman agreed to raise both items at their meeting with Cllr Whitehead in case something could by done sooner. Clerk to include subject on next meeting agenda.
    3. Parking in Trusloe: the Chairman reported there had been no response from the private landowner at the Nursery Site and Mr James Cawley (WC) would be chasing this up. Members noted it was unlikely a CPO could be used in the current financial climate. Mr Daniel stated he was shocked at the condition of the grass verges in Avebury Trusloe. The Chairman asked members of the public if they had any questions; one reported that the metal containers on AHA land at the Nursery site were owned by AHA. [Later on in the meeting under item 15 k. members decided the Clerk should contact AHA to find out how long the containers were likely to be on site].
    4. SID handover to Parish Councils and members to decide whether to register to take part: Clerk to chase request for information from WC on likely cost of ownership. In discussion members considered using the APC owned speed gun on the A4361 Swindon Road. Dr Bedford advised members would have to be careful where they used it for safety reasons, that it couldn’t be used in a national speed limit area and training would be required.
  11. Avebury Community Sports and Recreation Committee:
    1. Progress report from Mr Daniel on Committee meeting: Mr Daniel reported the first official meeting of the Committee had taken place on 13 November. The group was working well together and working swiftly through a number of items including: (i) on-line bookings system considered (ii) conditions of use drafted for next meeting (iii) maintenance including security, inventory and quotations for the roof repair. Mr Brotheridge reported new keys had been cut for the Pavilion and handed them to Mr Daniel.
    2. Members to approve draft Terms of Reference (previously circulated and see appendix 2). The Chairman stated it was necessary to make it clearer that the Committee was a Committee of APC and not a separate Association; its name would therefore be Avebury Community Sports and Recreation Committee (ACSReC). Members resolved to adopt the updated document including modification to the name of the Committee. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously. Action: Clerk to remove draft watermark from the document and circulate to members. In further discussion members noted Mrs Kremer had recently resigned from the Committee and so for the interim it was agreed the group would continue with four Parish Councillors. The Chairman expressed his concern that water had leaked into the Pavilion from the roof and asked a member of the public present at the meeting if he knew whether the electrics were on a modern circuit breaker (RCD). The latter said he believed a modern circuit breaker was fitted to the new section of the building.
    3. Connecting the Pavilion to mains water supply: Mr Brotheridge reported he had received no response yet from the NT in relation to the specification document he had previously circulated. He said the Farthings (as tenants of the Glebe field) had emailed to inform APC they were concerned in case the Glebe field was cut off from their water system during the installation works. Action: Mr Brotheridge to contact the Farthings to confirm their water supply would not be cut off.
  12. URC Chapel: Community Right to Bid application. The Chairman reported a working group had been set up in the community and he had invited Mr Adrian Mieras to the meeting in order to give an overview of the group’s work. The Chairman invited Mr Mieras to introduce the group’s proposals for the future of the URC Chapel. Mr Mieras explained that after the meeting at the Red Lion on 24 August, Reverend Maria Shepherdson had gathered together a group of people but had since stepped back from the project. Mr Mieras said since that meeting 12 people had met twice as a spiritual group to discuss what should happen to the Chapel. Mr Mieras tabled a document entitled Avebury Community Sacred Trust (see appendix 3). Mr Mieras said the group also had their own Community Right to Bid application and emphasized there was no intention to exclude the wider public. The Chairman asked Mr Mieras for the group’s vision and if the Chapel would have other uses other than those contained in the tabled document. Mr Mieras explained the plan was to continue with a Christian service at least once a month and for the Chapel to be open for hire. The Chairman asked members if they had any questions and members asked for clarification on the uses for the Chapel. Mr Mieras said the group had met with the URC in the past week, they were keen to work with the public and would like to co-opt a member of APC to the board. The Chairman said as an example, he was aware of public interest in improving the village’s outreach to visitors by reinstating a tourist information point and asked if this was in the group’s plan. In discussion members noted (a) there might be various options for a tourist information service (b) the group intended the Chapel to be open to the public every day and (c) to make the Chapel available to hire for weddings. The Chairman said he was aware of concern in some quarters of the community about the Chapel’s use for weddings because of the extra congestion it could cause in the village. It was noted the group’s estimated annual budget was about £40-50K per annum to cover repairs, general running costs and internal redesign.  Thanks were expressed to Mr Mieras for his report and it was noted two to three people would like to join the group. The Chairman stated that in view of the nature of the business that was about to be transacted it was advisable in the public interest that the public and press be temporarily excluded and they were instructed to leave the meeting. Members decided to keep APC’s Community Right to Bid application on hold, to send the bid to the Community Group for their consideration and it was agreed the Chairman and Mrs Lewis would attend the next meeting of the group. Proposed by the Chairman, seconded by Mr Daniel and carried unanimously.  Members of the public were readmitted.
  13. Avebury Trusloe Play Area Inspection: the Clerk reported a number of minor remedial works could be done including repairing the wire fence at the entrance to the Play Area and removing the timber climbing frame. The Clerk said she had contacted Mr Rendle as APC’s handyman but he was currently too busy to carry out any repairs. Members decided to organize a site visit in the next few weeks.
  14. Budget and Precept for 2016-2017: (see appendix 4, second draft estimated budget for precept and note on reserve fund). In discussion members noted APC might be required to commission additional services for the Parish as a result of WC’s austerity programme and its general policy of devolving assets and services. However APC currently had reserves and the budget estimated a £92 surplus and with more households in the tax base the precept would only need to be increased slightly. It was unanimously resolved that the precept for 2016/17 be set at a total sum of £11,000.00. [This included £87.11 top up grant from WC and the net figure would therefore be £10,912.89]. Proposed by Mrs Lewis and seconded by Dr Bedford. Action: Clerk to send form to WC Finance Team.
  15. Local issues:
    1. Replacement field gate in north boundary of Sports field: the Chairman reported the National Trust had replaced the gate that afternoon with a new five bar gate.
    2. Puddles, potholes and weeds in road in Green Street: the Clerk said there had been no further update from WC about the requested interim repairs. Action: Mrs Lewis and the Clerk to contact the new Highways Community Co-ordinator.
    3. Damaged curb stones in the High Street: the Clerk reported several stones needed resetting into the curb outside the Henge Shop and she had reported this to WC on 20 November.
    4. WC grass cutting in West Kennett: the Chairman reported WC Highways had responded to advise grass cutting had been reduced from two to one cut per year. Members concluded further discussion would be needed on whether to APC should, as a general policy, commission additional works as a result of WC withdrawing services. Deferred to 2 February meeting.
    5. Phone kiosk in Trusloe in poor state: in discussion members noted APC could adopt the kiosk (and install a defibrillator for example) but were not certain how many people used the ‘phone. Action: Clerk to contact BT to find out if it would be possible for APC to carry out any repair work.
    6. Biting dogs and dogs mess on Knoll Down: Mr Brotheridge reported that aside from some small signs there was no sign on the fence near the main entrance to the right of way. Mr Brotheridge recommended a bigger sign should be put at the entrance so that the public be fully aware they had a duty to pick up after their dogs. Action: Clerk to draft a letter to Mr Charlton (landowner) with APC’s concerns.
    7. Lighting for bus shelters on A4361 at Avebury Trusloe: (item previously requested by Mrs Kremer). Clerk to contact WC to find out if there is an electricity supply to the bus shelters.
    8. Solutions for improving access to bus stops at Avebury Trusloe: the Chairman reported Mrs Kremer had also previously asked if a zebra crossing could be considered on the A4361 and lowering of the curb at the end of Trusloe Cottages (for wheelchair access and the elderly). In discussion members agreed lowering the speed limit on the A4361 to 40 mph needed to be addressed first and then the possibility of curb lowering. The Chairman stated curbs had been made higher in past years to prevent parking. Action: Clerk to include item on the agenda for the extra meeting / site visit to Avebury Trusloe.
    9. Road sweeping in Trusloe: Mrs Kremer had previously requested the main road through Trusloe should be swept as lots of leaves had fallen on the road. Following further requests by members of the public and as other areas of the Parish needed to be included (Church Walk and High St), the Clerk had requested road sweeping by WC on 27 November.
    10. Dustbins for Trusloe: Mrs Kremer had requested a free dustbin for residents. Action: Deferred to next meeting for clarification and as Mrs Kremer was not present.
    11. Complaint about Nursery Site: the Chairman reported he had received an email from residents who were concerned about the state of the Nursery Site in general. The Chairman invited the member of the public with that concern to speak. The member of the public said she was concerned about a couple of untaxed vehicles on the Nursery Site including a blue hatchback car with boot door missing and cars parking on the bend into the estate between 4 and 5 Trusloe Cottages. She said the blue car was parked on WC verge / highway and asked if it could be reported to WC as fly tipping. Members noted the other issues would concern the Police not the Parish Council. Two members of the public asked if APC could apply to MAB for double yellow lines for the bend and possibly additional parking bays outside Trusloe Cottages (nearest to the Nursery Site). Action: Clerk to include item on the agenda for the extra meeting / site visit to Avebury Trusloe. [The Clerk was also instructed to write to AHA to find out how long the metal containers were likely to be on site].
  16. Communications: the Chairman reported APC’s Headlines had been published on all notice boards and submitted for the December issue of UKN. WC notice of vacancy in the office of Councillor for the Parish Council published 20 November on all notice boards.
  17. Correspondence: the Clerk reported:
    1. Becky Busby (WC Highways) would be working with Malmesbury and as of 30 November 2015 Tracey Ruse would be the new Highways Community Coordinator for Marlborough.
    2. WALC: NALC had set up a company to procure audit services on behalf of town and parish councils but there was the option to opt out of the Sector Led Body audit procurement by 31 January 2016. Clerk advised keeping the status quo.
    3. Request from member of the public that APC help address poor broadband speeds in some areas of the Parish (including Bray St. and Trusloe Manor Farm) by distributing a letter to find out how many households were experiencing difficulties and to help APC map broadband speeds in the area. Mrs Paradise reported a member of the public had already registered a complaint with BT. Dr Bedford said the public would need to do an OCRA test to check their internet speed. Action: members agreed the first step would be for Dr Bedford to email the Clerk and Mrs Lewis with a link to the test and all three to work together on an advert for UKN.
    4. Concern from a member of the public regarding speeding or excess use of speed on entering Trusloe including past the play area, 1-4 Trusloe Cottages and then into the estate.  In discussion members noted that the national speed limit applied to the road through Avebury Trusloe but that speed had not been an issue when the Village Traffic Plan and the AWHS Transport Strategy had been put together. However it was likely to be the case that if the speed limit did get reduced on the A4361 between Beckhampton and Avebury then the speed limit into Avebury Trusloe would be reviewed at the same time. Action: the Chairman and Dr Bedford to raise the question at their meeting with Cllr Whitehead.
    5. WC Local Highways: Council Highways inspection manual (which details when maintenance is undertaken), the Code of Practice for Litter and Refuse (which details the standards of cleanliness levels and when reactive services are required) and maps showing the urban grassed areas, plus information on public liability insurance when carrying out extra community duties had been received.
    6. North Wessex Downs AONB – Interim Update November 2015
    7. Splash: Christmas holiday activities.
  18. Finance and admin: the Clerk reported:
      1. Half year internal audit: the half year internal audit for the 2015/2016 accounts had taken place satisfactorily on 24 November and the red book was tabled for members to inspect. The auditor had also provided additional advice on the Sportsfield accounts as part of the APC function.
      2. Approved minutes of Transport Group meeting 9 June 2015: received by members and see appendix 5.
      3. APC Scanner: the Clerk was authorized to apply to NALC for a grant of up to £100 to enable her to purchase a device capable of scanning documents that would be published on the APC web site and to ensure APC complied with the Government’s Transparency Code. Proposed by Dr Bedford, seconded by Mrs Paradise and carried unanimously.
      4. Web development: the new APC web site was now live. Action: Clerk to invite Kate Fry to February meeting to provide a presentation of the new site to all members.
      5. Cheques for payment and cheques for ratification: It was unanimously agreed that the following cheques be paid. Proposed by Mrs Lewis and seconded by Mrs Paradise. Cheques were signed by the Chairman and Dr Bedford.
        1. Playsafety Ltd: annual inspection of Trusloe play area    £78.00
        2. Avebury Social Centre: rent                                             £28.00
        3. Upper Kennet News: annual donation                            £100.00
        4. Mr Jamie Guy: fee for half year internal audit + additional advice on Sportsfield accounts as part of the APC function      £100.00
        5. Liz Moore: additional hours 22 October – 21 November 2015 inclusive + expenses                                                      £331.30
  19. Date of next meeting: 7:30pm on Tuesday 2nd February 2016 at the Social Centre
  20. Any other business:  Defibrillator for Avebury: Mrs Lewis reported she still needed to do some research on the type of defibrillator to have installed and it would need to be approved by the local Ambulance Trust (South West Ambulance Trust).
  21. The meeting closed at 22:08

Appendices (included in the book of Parish Council papers):

  1. Draft CATG proposal for A4 at Beckhampton and West Kennett dated 20 November
  2. Terms of Reference for ACSReC
  3. Avebury Community Sacred Trust
  4. Budget for Precept 2016/17 and note on Reserve Fund (second draft)
  5. Minutes of Transport Group meeting 9 June 2015